6 Thiruvananthapuram Book Fair

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Viswa Malayala Maholsavam

KERALA STATE INSTITUTE OF CHILDRENS LITERATURE

Kerala University PO, Thiruvananthapuram -695 034 email- director@ksicl.org,tvmbookfair@ksicl.org Phone 0471 2328549, 2333790, 2327276

TENDER NOTICE Invites sealed tenders, on the prescribed tender forms, in connection with the Viswa Malayala Maholsavam, 6th Thiruvananthapuram Book Fair and Cultural Progammes to be held at Kanakakkunnu, Thiruvananthapuram from October 30 to 5th November 2012. For more details of tender logon www.ksicl.org Director (in-charge)

KERALA STATE INSTITUTE OF CHILDRENS LITERATURE Sanskrit College Campus, Palayam, Thiruvananthapuram - 34

Viswamalayala Mahotsavam
6th Thiruvananthapuram Book Fair 2012
TENDER NOTICE
Kerala State Institute of Childrens Literature, Thiruvananthapuram an autonomous organisation under the Department of Cultural Affairs, Government of Kerala invites sealed tenders, on the prescribed tender forms, for the following jobs on hire basis in connection with the Viswa Malayala Mahotsavam 6th Thiruvananthapuram Book Fair to be held at Kanakakunnu Palace, Thiruvananthapuram from 30th October 2012 to 5th November 2012. 1) 2) Construction of water proof temporary superstructure, and stalls of size 10 ft 10 ft, using the octonorm system, and pavilion. Installation of electrical fittings supply of PA system and other works.

Tender forms can be obtained from the Director, at the above address on any working day between 10 a.m. to 5 p.m. The tenders shall be accepted in the office of the Kerala State Institute of Childrens Literature upto 3 p.m. on 12th October 2012 and the same shall be opened 4 p.m on the same day. The Director, Kerala State Institute of Childrens Literature reserves the right to accept/reject any or all the tenders For more details visit our website www.ksicl.org

Prof. THUMPAMON THOMAS DIRECTOR (in-charge) Kerala State Institute of Childrens Literature

ANNEXURE 1 KERALA STATE INSTITUTE OF CHILDRENS LITERATURE Thiruvananthapuram - 34

Viswamalayala Mahotsavam
Thiruvananthapuram Book fair 2012 30th October 2012 to 5th November 2012 Kanakakunnu Palace, Thiruvananthapuram TERMS AND CONDITIONS FOR TEMPORARY CONSTRUCTION OF STALLS USING OCTONORM SYSTEM AND INSTALLATION OF ELECTRICAL FITTINGS & PA SYSTEM, PAVALION ETC ON HIRE BASIS NATURE OF WORK Construction of waterproof temporary stalls and other fixtures, installation of electrical fittings and PA system as mentioned in Annexure 2. TERMS AND CONDITIONS 1. The tender shall be submitted on the prescribed tender form (Annexure 2) (estimated value of the tender: Rs. 6 lakh). 2. If the cover of the tender is not sealed and marked, the KSICL will assume no responsibility for the tenders misplacement or premature opening. 3. The Tenderer shall bear all costs associated with the preparation of his tender including cost of preparation for the purposes of clarification of the tender, if so desired by the KSICL. The KSICL in no case will be responsible or liable for these costs, regardless of the conduct or outcome of the tendering process. 4. The Tenderer should clarify whether the individual signing the tender or other documents in connection with the tender signs as: 4.1 A sole proprietor of the firm or constituted attorney of such sole proprietor, or 4.2 A partner of the firm if it be a partnership in which case he must have authority to refer to arbitration disputes concerning the business of the partnership either by virtue of the partnership agreement or a power of attorney. In the alternative, the tender should be signed by all the partners, or 4.3 Constituted Attorney of the firm if it is a company. 4.4 The tender should be signed either by the proprietor or by his authorised representative. In case of the latter an authority letter should be enclosed with the tender. 5. The Tenderer may modify or withdraw his tender after submission of the tender, provided that written notice of the modification or withdrawal is received by the KSICL prior to the last date prescribed for receipt of tenders. No tenders may be modified subsequent to the last date for their receipts. 6. Incomplete tenders are liable to be rejected. 7. The quantities mentioned in the schedule may either be increased or reduced at the discretion of the KSICL and no claim in this regard shall be entertained. If considered necessary, any item could be dropped completely. 8. The Tenderers should fill the rates both in figures as well as in words. The tender form may be filled in English and all entries must be handwritten in ink. Overwriting of rates is not permitted. Corrections, if any, should be attested by the Tenderer with his initials. 9. If there is a discrepancy in rates between words and figures, the amount in words will prevail. 10. Tenderers shall be required to deposit Rs.6,000.00 as Earnest Money (refundable) in the form of a demand draft drawn in favour of Kerala State Institute of Childrens Literature, payable at Thiruvananthapuram Tenders not accompanied by the requisite Earnest Money shall be rejected summarily. 11. When deemed necessary, the KSICL may seek clarification on any aspect from the Tenderers. However, that would not entitle the Tenderer to change or cause any change in the price quoted. The KSICL may, if so desired, ask the Tenderer to give presentation for the purposes of clarification of the

-2tender. All expenses for this purpose as also for the preparation of documents and other meetings will be borne by the Tenderer. Each tender should be accompanied by documentary evidence of the Tenderer being a registered/ approved government contractor and of his having done work of a similar nature. In the absence of documentary evidence, the tender may be rejected. The Tenderers, in their own interest, are advised to inspect the site and see its physical condition before submitting tenders. The KSICL will open the tenders in the presence of the Tenderer or his authorised representive, who may choose to attend at the following location: Kerala State Institute of Childrens Literature, Thiruvananthapuram - 34 The Tenderers name, modifications, tender withdrawal and such other details as the KSICL, at its discretion, may consider appropriate, will be announced in the meeting. The KSICL will examine the tenders to determine whether they are complete, whether any computational errors have been made, whether the documents have been properly signed, and whether the tenders are generally in order. A tender determined as not substantially responsive will be rejected by the KSICL and may not subsequently be made responsive by the Tenderer by correction of the nonconformity. The KSICL may waive any minor infirmity or non-conformity in the tender which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any other Tenderer. The decision of the KSICL in this regard will however be final. The successful contractor must complete the work satisfactorily by 5 p.m. on 28th October 2012. The contractor shall engage technically qualified personnel for executing the work. The KSICL will award the contract to the successful Tenderer whose tender has been determined to be substantially responsive and has been determined as the lowest evaluated bid, provided further that the Tenderer is determined to be qualified to perform the contract satisfactorily. The KSICL shall however not bind itself to accept the lowest or any tender, wholly or in part. Before award of the contract the successful tender will be required to deposit as Security (refundable) a sum equivalent to 5% of the value of the contract, after adjustment of Earnest Money Deposit in the form of a Demand Draft drawn in favour of Director, Kerala State Institute of Childrens Literature, payable at Thiruvananthapuram. The Security Money deposited by the successful Tenderer will be retained till completion of the Fair. Security money shall, however, be liable to be forfeited in the event the contractor either fails to complete the job within the stipulated time or if the job is not done satisfactorily as per the specifications. If the successful contractor backs out after award of the contract, Earnest Money Deposit is liable to be forfeited. Liquidated Damages: In case of failure to complete the job in time KSICL may impose a penalty of Rs. 1,000.00 per hour and the contractor may be black-listed for future work. The KSICL shall have the right to make alternative arrangement for completion of the work through some other contractor of its choice. In that event, the entire cost so incurred by the KSICL will have to be borne by the original contractor. During the period of construction, the contractor shall have to make his own arrangementfor facilities such as water, electricity, security etc. In the event of any accident during the execution of work, any loss shall be borne by the contractor. He shall not be entitled to any compensation or claim from the KSICL, for any loss to his articles, dead stock, furniture, fixtures, etc. on account of natural calamities beyond the control of the Authorities. The contractor will be responsible for the up-keep and maintenance of the entire structure constructed by him till the end of the Fair, for which no extra payment shall be made. Breakage and damages, if any, shall immediately be replaced/repaired without any extra cost. 80% payment on the billed amount may be made before close of the Fair, subject to a physical verification by the KSICL. The remaining 20% payment shall be made at headquarters.

12. 13. 14. 15. 16. 17. 18. 19. 20. 21.

22.

23.

24.

25. 26.

27. 28.

-329. 30. 31. 32. 33. Income tax shall be deducted at source as applicable under the rules. Permanent Account Number (PAN) allotted by the Income Tax Authorities must be quoted in Annexure 2, without which the tender is liable to be rejected. The KSICL reserves the right to accept or reject any tender, and to annul the tender process and to reject all bids at any time prior to the award of the contract, without thereb incurring any liability to the affected Tenderer or Tenderers on the grounds for KSICLs action. The decision of the KSICL in this regard would be final and binding. The KSICL is not bound to accept the lowest rates quoted by any Tenderer and reserves the right to accept the whole or any part of the tender as portion of the quantity offered, which the Tenderer shall supply at the rates quoted. If, at any time during performance of the contract, the contractor should encounter conditions impeding timely execution of the work, he shall promptly notify the KSICL in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable, after receipt of the contractors notice, the KSICL shall evaluate the situation and may at its discretion extend the contractors time for performance. On conclusion of the Fair, the contractor must remove the installations by 5.00 p.m. on 7th November 2012 The KSICL and the contractor shall make every effort to resolve amicably by direct informal negotiations any disagreement or dispute, arising between them under or in connection with the contract. However, any unresolved disputes would be subjected to the jurisdiction of Thiruvananthapuram courts only.

34. 35.

ANNEXURE 2

KERALA STATE INSTITUTE OF CHILDRENS LITERATURE

Thiruvananthapuram - 34

Viswamalayala Mahotsavam
THIRUVANANTHAPURAM BOOK FAIR 2012 30th October to 5th November 2012 Kanakakunnu Palace, Thiruvananthapuram

PREPARATION AND FIXING OF BANNERS AND HOARDINGS WITH LETTERING OF DIFFERENT SIZES AND COLOURS PROFORMA Sl No. 1. Particulars Approx. Quantity required 100 Rate Sq.ft (Rs.) Total (inclusive of all taxes) (Rs.)

Preparation and fixing of banners made of flex in English and Malayalam (The lettering would be in three colours) (Rates per sq.ft.with fixing rods) Preparation and display of hoardings in different locations. A) 4 x 8 B) Made of flex

2.

Date: Place:

Signature: Name: Address: PAN No.:

I We undertake to abide and be bound by the terms and conditions of the tender/contract. Signature: and stamp of:

ANNEXURE II

KERALA STATE INSTITUTE OF CHILDRENS LITERATURE Thiruvananthapuram - 34

VISWA MALAYALA MAHOLSAVAM THIRUVANANTHAPURAM BOOK FAIR 2012

TENDER FORM FOR TEMPORARY CONSTRUCTION OF STALLS AND SINGLE STANDS USING OCTONORM SYSTEM, PAVALION AND INSTALLATION OF ELECTRICAL FITTINGS AND PA SYSTEM
Sl. No. 1. Particulars Approx. Qty. per day Rate per sq.ft. per stall Amount (full duration)

Temporary construction of stalls and single stands using octonorm system. A. Superstructure for Bookstalls Water proof closed Superstructure with two doors for 80 stalls and passage area, with Fibre sheet roof of 11ft. height with steel pipe/ball posts false ceiling with hessian cloth. B. Book Stalls of 10ft X10ft size.(80 Nos) With wooden Platform 9 height and 15 ft. width including passage area of 5 ft for each stall with good quality clean carpet of uniform, approved colour; computerized lettering on vinyl cutting name facia in English/Malayalam on Stalls of 10ft X 10ft, each with prefab octonorm system, consisting of 9 panels, with 30 wire mesh book shelves, 3 Tube lights, one octonorm table two folding chairs one ceiling fan and one waterproof kanat of 10ft X 10ft size. C. Food court of 40ft X 10ft size. Water proof front open Superstructure of 40ft X 10ft size with Fibre sheet roof of 11ft height with steel pipe/ ball posts, false ceiling with hessian cloth. Flooring with good quality clean carpet of uniform approved colour, computerized lettering on vinyl cutting name facia in English/ Malayalam with ten tubelights, ten folding chair, five tables, four ceiling fan and a 3 Pin plug point. 14,000 Sq.ft.

12,500 Sq. ft.

420Sq.ft.

2.

Pavalion One pavalion of size 20 X 40 ft. Having stage with wooden platform of 20 X 17 ft and 2 ft height and clean carpet on the entire area.

Sl. No.

Particulars

Approx. Qty.

Rate

Amount (full duration)

3. 4. 5.

Fibre Chairs Dustbins (Big Size) Additional furniture Tables Chairs (To be provided to the stalls on request and payment from the occupier) Installation of Electrical Fittings 3 pin plug wherever necessary, with switch and necessary wiring of table lamps or demonstration, display model lights in various sections each capable of carrying a load upto 200 watts. Serial set for decoration of stalls Complete PA system including equipment,Wiring and installation in different venues Speakers CD Player with recorder & 3 Pin plug point Microphone HI-FI (2 fixed with stand & 1cordless microphone) sound mixer unit

100 nos. 10 nos.

6.

30

7. 8. a) b) c) d)

1000

15 3

Those who do not have the stated requirements shall not apply.

Date: Signature: Name: Address: PAN No:

I/We undertake to abide and be bound by the terms and conditions of the tender/Contract Signature: